Lead Officer, Administration at Public Service Division

Gaza, Gaza Strip, Palestinian Territory -

Full Time

Start Date

Immediate

Expiry Date

06 Oct, 26

Salary

0.0

Posted On

09 Jul, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Front Desk Management, Office Administration, Procurement, Vendor Coordination, Inventory Management, Records Management, Microsoft Office, GeBIZ, Workday, Customer Service, Logistics, Asset Management

Industry

IT Services and IT Consulting

Description

[What the role is] The incumbent serves as the first point of contact for visitors and callers, while providing comprehensive administrative and operational support across corporate services, procurement, and facilities management. The role ensures efficient front-desk operations, effective vendor coordination, and smooth day-to-day office administration. [What you will be working on] Key Responsibilities Front Desk & Guest Service • Greet and welcome visitors in a courteous and professional manner. • Manage incoming calls to the general line and manage common mailbox; direct them to the appropriate personnel. • Direct visitors/guests and ensure security procedures are followed. • Handle walk-in enquiries. Mailroom & Logistics • Manage incoming and outgoing mails, including courier arrangements. • Perform mailroom operations such as franking of outgoing mails and sorting of internal mail. Corporate Services • Maintain the reception area and meeting rooms in a tidy and organized condition. • Manage office supplies inventory, including ordering and replenishment of supplies. • Oversee housekeeping of office pantries and appliances on all floors, including but not limited to the upkeep of the fridge and the management of the pantry supplies. • Maintain and distribute corporate items such as stationery and corporate T-shirts. Procurement & Inventory Management • Manage online ordering for office supplies (e.g. biscuits, first aid items, stationery, copier paper, name cards, name tags). • Raise purchase requests and place orders with vendors via GeBIZ. • Support procurement-related activities, including monitoring payment schedules and processing payments in Workday. Asset & Access Management • Monitor and manage issuance and return of vendor passes. • Manage booking, issuance, and return of corporate cards. Vendor Coordination & Reporting • Liaise with vendors and service providers for office maintenance and operational services (e.g. aircon servicing, pantry supplies, office cleaning). • Coordinate servicing schedules and follow up on outstanding requests. Reporting & Records Management • Maintain accurate and up-to-date records and logs for administrative activities, including mail, inventory, procurement, vendor passes, and corporate card usage. • Prepare periodic operational reports (e.g. inventory usage, procurement status, payment tracking, and vendor service logs). • Ensure proper documentation and e-filing of invoices, purchase orders, and supporting documents in accordance with organisational procedures. • Support audits and internal checks by ensuring completeness and accuracy of records. Process Coordination & Improvement • Serve as the primary point of contact for front desk, mailroom, office administration, and procurement-related processes. • Coordinate and ensure smooth end-to-end execution of assigned processes, including follow-ups with internal stakeholders and vendors. • Monitor operational processes and identify opportunities for process improvement to enhance efficiency, service quality, and user experience. General Corporate Support • Provide corporate support including photocopying, e-filing, data entry, and system updates. • Undertake other ad hoc duties or projects as assigned by the supervisor. [What we are looking for] Requirements Minimum GCE 'O' Level or Diploma in Business Administration or equivalent. 1–3 years of relevant experience in front desk, administrative, or operations support roles preferred. Fresh candidates with relevant internship experience are welcome to apply. Good communication and interpersonal skills with a customer-oriented mindset. Proficient in Microsoft Office applications (Word, Excel, Outlook). Organised, detail-oriented, and able to multitask in a fast-paced environment. Familiarity with procurement systems (e.g. GeBIZ) and HR/finance systems (e.g. Workday) is an advantage. Presents a professional image and maintains a courteous, service-oriented demeanour. This is a 2-year contract with the possibility of renewal. We regret that only shortlisted candidates will be notified. http://jobs.careers.gov.sg The Singapore Public Service plays a key role in the economic growth, progress and stability of Singapore by formulating and implementing government policies, as well as providing key public services. Whether you are a fresh graduate joining the workforce or an experienced professional, the Singapore Public Service offers a great variety of job opportunities for you. The work in the Public Service can be broadly categorised into the following sectors: Economic, Social, Security & External Relations, and Administration & Corporate Development. Be part of the team that shapes the future of Singapore. Log on and take your first step towards a career that matters! Need help? Please click here for assistance. Our team will contact you shortly!

Responsibilities

The role serves as the primary point of contact for visitors and manages comprehensive administrative operations including front desk, mailroom, and facilities management. It also involves overseeing procurement processes, vendor coordination, and maintaining accurate operational records.